Why the Federal Push for Electronic Records Matters for Your Organization
Mandate From The Office of The President
In December 2022, the Office of Management and Budget (OMB) and the National Archives and Records Administration (NARA) issued Memorandum M-23-07 to fast-track the government’s transition to fully electronic recordkeeping. This initiative underscores the critical role that electronic records play in ensuring transparency, accountability, and efficient governance. But what does this mean for your organization, and how can Document Mountain help you stay ahead of the curve?
The Deadline: June 30, 2024 – And Why It’s Urgent
Federal agencies had until June 30, 2024, to manage all permanent and temporary records in electronic formats. Now that this deadline has passed, if your office is a federal agency, there is urgency to act immediately. You are required to digitize all permanent records and transfer them to NARA electronically, with appropriate metadata. Failing to meet these requirements can result in non-compliance and potential disruptions to your record management processes.
If you haven't yet transitioned your records, the clock is ticking, and Document Mountain is here to help you catch up and stay compliant.
For State and Local Governments: Get Ahead of the Curve
If you are not part of a federal agency but work within state or local government, it's time to take action. While the mandate currently targets federal offices, similar regulations are likely to make their way down to the state and local levels. By proactively digitizing your records now, you’ll avoid the scramble when new mandates inevitably take effect. Getting ahead of the game positions your office for smoother compliance, cost savings, and more efficient record management in the future.
Why the Shift to Digital Matters
For years, paper-based processes have been the backbone of recordkeeping. However, as government operations become more complex and the need for fast, reliable access to information grows, paper-based systems no longer meet the demands of modern governance. Moving to a fully electronic environment enables federal agencies to manage, store, and transfer records more efficiently while improving public engagement with government.
The benefits extend beyond compliance:
Improved Efficiency: Digital records are quicker to access and easier to manage.
Security & Compliance: Electronic formats ensure better tracking, secure storage, and adherence to modern standards.
Cost Savings: Transitioning to digital reduces the need for physical storage and handling, cutting down long-term operational costs.
What Happens After the Deadline?
Since June 30, 2024, agencies can no longer transfer analog records to NARA. Permanent records must be digitized before transfer, and temporary records must be stored in commercial facilities that meet NARA’s standards. The message is clear: digitize now or risk being left behind.
For non-federal agencies, this is the time to begin digitizing your records before new regulations make it mandatory. Being proactive will save you from future headaches and ensure a smooth transition when the time comes.
How Document Mountain Can Help
If you're struggling with paper-based records, Document Mountain offers a seamless, compliant transition to electronic record management. Our team is well-versed in the latest NARA and OMB requirements and provides tailored solutions to digitize your records quickly and securely.
Here’s how we make the process simple:
Consultation: We assess your current records management practices to develop a customized plan for digitization.
Digitization Services: We scan and convert your records into digital formats with full metadata compliance.
Ongoing Support: We help you implement best practices for future record management, ensuring you’re fully prepared to meet all federal or future state requirements.
Plan Now, Save Later
For federal agencies, the urgency is clear—digitize your records now to avoid non-compliance. For state and local governments, don’t wait for new regulations to come your way. By acting now, you ensure compliance, streamline operations, and save time, money, and resources.
Document Mountain is here to help you make this transition smooth and hassle-free.
Ready to future-proof your records? Contact us today for a consultation and start the journey toward a more efficient, paperless future!
Consult an Expert for Optimal Results
While the advantages of digitization are clear, consulting an expert can help you maximize its benefits and avoid potential pitfalls. Our specialists at Document Mountain are well-versed in leveraging digitization and workflow automation to optimize your processes. Reach out today to discover how our solutions can transform your document management and drive your organization forward.
For more information or to get started, contact us at sales@documentmountain.com or call (888) 427-5663 or schedule a meeting TODAY! Let’s take your document management to the next level, saving you time, money and space!